Meet Manager Training

Updated April 2013

Step 1: Set up your meet

• Download the meet template• Restore the template• Purge Old Data• Setup Meet Information, Save as new meet• Setup Scoring, Seeding, Events and Sessions

Purge Old DataWhether you use a meet from a previous year or the pre-made template, this is

a good idea to make sure you start fresh.

• Purge only• Teams• Athletes• Entries / Results• Relays

• The system will prompt to update the Meet Name (next screen)

New Meet InformationStandard Dual Meet should look like below

Save as New Meet NameAfter Setting up the meet, Save As new.

EventsDouble Check to make sure Events are correct

Event numbers for dual meets are different than for Championships

Sessions• Events>Sessions• Sessions are not required• Add session by clicking ‘Add’

• Interval should be around 30 seconds• Choose ‘Move All’ to move all events to the Session

ScoringCheck Entry/Scoring Preferences (Setup>Entry/Scoring Preferences)Enter the correct point values (Setup>Scoring Setup>Standard)

SeedingDO NOT SEED DUAL MEETS

• You can seed – Entire meet– One session– One event

• You have told it how to seed in events– Preview and adjust if need be

• When happy generate a heat sheet

Seeding Set-Up Dual/Tri MeetSetup>Seeding Preferences

• Can Assign lanes by Team so teams remain in same lanes• Drag and Drop team (left) to lanes (right)

Seeding a MeetCan Seed the meet from the ‘Seeding’ screen

After the Meet is Set Up

• Generate entry file• File - export - Events for TM• This file can be emailed or posted on a

web site for coaches to do entries• Other Choices:

– Meet Mobile– Online Meet Sharing

Provide events for other team(s)

Meet Sharing

Import Entries

• File > import > entries – If time standard meet allow program to check– It will not import if qualifying time is not met– It will print an exception report

Import Entries

Import Entries• Make sure this screen looks correct• Any Exceptions?

• May need to contact other team(s)

When entries done

• Seed - Do not seed dual meets• Session report• Entry Fee Report, if Needed• Heat Sheet

Heat sheet

• Use pdf files to get the heat sheets to the printer

• Post a psych sheet on the web – not a heat sheet – it affects sales

• Be sure no one reseeds after the heat sheet is made

• Except for the last minutes changes you are ready for the meet

Meet Mobile• Publish Psych Sheets• Sell Heat Sheets

Internet connection required

Meet Mobile - Publish Meet

Run Screen

Run Screen

• You will spend most of your time here• Get familiar with the buttons

Watch Times• With 3 watch times, Final Time will be the

middle time• Enter times based on swimmer, not lane

– Doesn’t matter what lane the swimmer swam in, just enter the time

• Enter DQ codes as needed• Score• Awards• Next Heat or Next Event

Automatic Timing

• All times there and no lines highlighted• Next heat • Time highlighted – the program is telling

you that a pad differs from the buttons by .3 or more

• You must calculate to get the differential– Calculator to right of times

• You should see pad and back up times on your screen

Automatic Timing cont.

• If you do not see the backup times go to preferences and show backup column

• You know almost everything that the time sheet has

• I like two buttons because I have two times to compare to pads and if two times agree then I am ok to take the backup (with differential)

Automatic Timing cont.

• With one button –you are obligated to check watch times

• Write the watch times on the timer sheet for reference

• If indeed you want to use a backup, click on the calculator and it will calculate the differential

• You can print a report of the calculation for reference

Score

• At the end of the event Score or list (primaries) • In preferences – you can tell it how you want

your report to look. i.e. single column, double, triple, splits, no splits, subtracted, cum, etc.

• I like to attach a copy of results to my CTS sheets and staple together

DQ

• The DQ will probably arrive after the event has been scored

• Put the DQ in with the code• Score again and get a new printout• Repost the results with the correction• Label that sheet corrected

Done

• In the ideal world you could be done now• It is never ideal• Check your results

– For unbelievable records – something is wrong

– NT swimmers with splits• They probably missed a pad somewhere

– Does everyone have splits – are they reasonable

Results FilePrepare a results file for the other team(s)File>Export>Results for Team Manager

Troubleshooting

• No pad – no button – no watch• Check order of finish• Check with a coach• If coach’s time is reasonable it is better

than nothing

TroubleshootingAutomatic Timing

• Times do not match• Is the CTS sheet labeled correctly?

– Is the heat event missing or incorrect• You can get times from the race number

– Upper right of printout

• A swimmer swam a 200 but does not have a final time.

• Look at the splits • Did he miss one split?• Did the operator delete one by accident• Look at the top of the CTS sheet

– Every time a swimmer hits a pad that time is on the top of the sheet

TroubleshootingAutomatic Timing

TroubleshootingAutomatic Timing

• Check for missing times• Most often the time is hidden in the chatter

splits• If necessary enter the final time by hand• Your pad time is better than the watch time

you may get.

TroubleshootingAutomatic Timing

• By the way – the swimmer from Heat 5 lane 3 swam in Heat 7 Lane 6– Get your officials to put that in writing (change

slip) It helps for your records and you may not be on that heat right now and you are obligated to write it down

– It is a drag and drop situation – be sure to get times again and rescore

TroubleshootingAutomatic Timing

• We had a standby who swam in Heat 4 lane 5

• Scratch the swimmer in that lane• Double click on the lane and start to type

the swimmers name and magically a drop down box appears and you can find the name and click on it. It saves a lot of typing

TroubleshootingAutomatic Timing

• The timer did not start• The operator needs to start the race

manually anyway• The order of finish on the CTS is better

than the watch times• HyTek will figure this differential for you

and adjust the splits

TroubleshootingAutomatic Timing

• Relay splits not correct• Operator erased wrong split

– Check chatter splits• Too often the relay swimmer stays in the

water too long and trips the pad• If you get an early finish – your buttons

may be more correct – check splits for reasonable times